1. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Management Chapter 7 Project Time Management Part 1

2. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project time management What’s time management Why is time management important Time management – explained!

3. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project time management is… Determining the time needed to complete the project and scheduling activities to meet that time Critical to the success of the project Without careful scheduling and planning, a project is at risk of failure Often regarded as the hardest part of project management

4. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project time management It includes: Activity definition Activity sequencing Activity duration estimating Schedule development Schedule control

5. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress

6. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress

7. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Analyse Cost of Time How much does time cost for the organisation? Take into account project team salaries, office space, equipment, expenses, admin support etc Will give an hourly or daily rate

8. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress

9. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Laws of Planning Murphy’s Law: Anything that can go wrong will go wrong Everything takes longer than you think it will Parkinson’s Law: Work expands to fill the time allotted

10. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Planning How you work out who, what, when, where, why and how of achieving the goal in the most effective manner

11. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress Project specifications Determining the milestones Compiling a task list Estimating time

12. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress Project specifications Determining the milestones Compiling a task list Estimating time

13. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Specification Used as the basis for planning Specification – is the definition of your project (often in the charter) Will probably need to be refined as many errors are likely to exist from when 1 st put together

14. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Specifications - Errors Errors can arise from Holistic perspective The interfaces Timescales External dependencies Resources

15. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Holistic Perspective May have taken too narrow a perspective May duplicate or impact other work carried out May be incompatible with other work

16. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Interfaces Transfer points Agree on what, how and when It is a well known fact that most miscommunications occur at the interfaces

17. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Timescales People who draw up specifications often underestimate time involved for tasks Remember the Sydney Opera House example

18. Dr. Jana Jagodick Polytechnic of Namibia, 2012 External dependencies Project tasks may depend on the tasks of others Make this clear so people involved know in advance of your needs – and are able to meet them!

19. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Resources People tend to ignore resources Most projects need materials, equipment and staff Check that the numbers are practical and correct

20. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress Project specifications Determining the milestones Compiling a task list Estimating time

21. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Determining Milestones An activity with zero duration usually marking the end of a period i.e. the completion of a number of activities Come up with some milestones you will pass in doing the Project Management course

22. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress Project specifications Determining the milestones Compiling a task list Estimating time

23. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Compile a task list Once the milestones have been determined, a project task list can be put together, giving the task a number and description and a time period 1Plan out work Working out all major tasks and milestones 3 days – June 07 2Buy text book Getting the text book so that I can read up on the detail required 1 day – July 07 3Prepare for class test Revise chapters 1 to 5 and all the exercises we have done in class 3 days – Aug 07 4Prepare individual assignme nt Review chapters 1 to 7, plan how I am going to do this activity 7 days – Sept 07

24. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress Project specifications Determining the milestones Compiling a task list Estimating time

25. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Estimating Time “An overestimate of the time for the project is crucial for its success” Healy Estimating time can be done in 3 different ways: 1.Time comparison (being able to compare tasks with similar tasks that have been done before) 2.Setting a time on the basis of milestones (based on the date of expected launch – so when is it needed) 3.Build up a picture of durations using detailed expanation of how the project comes together

26. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Contingency You cannot predict everything that will happen in your project, so you need to build in ‘contingency’ or buffer This is a way of treating risk!

27. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress

28. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Schedule Schedules show the task name and start and finish date for each task Schedules are only estimates They will have to change with time but are useful starting points

29. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Examples of Schedules GANTT charts are created in packages such as Microsoft Project But schedules can also be created in Excel or in MS Word

30. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Examples of Schedules

31. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress

32. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Job Clarification Ask the questions: What is the purpose of the job/task/activity? What are the measures of success? What are priorities and deadlines? What is exceptional performance? What resources are available? What costs are acceptable? How does this relate to other people and tasks? Getting answers will help clarify the job

33. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Elements to Time Management Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress

34. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Monitor Progress Helps to ensure that the project is on schedule and is progressing according to plan Goals and milestones help to ensure this

35. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Mock Test Q1: What are the 5 important elements of Project Time Management? Q2: What do you define as project planning? Q3: In reviewing a specification, where or what could be the source of errors? Q4: What is integrated change control?

36. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Mock Test Q1: What are the 5 important elements of Project Time Management? Q2: What do you define as project planning? Analyse the organisation’s cost of time Project planning Scheduling Job clarification Monitor progress How you work out who, what, when, where, why and how of achieving the goal in the most effective manner

37. Dr. Jana Jagodick Polytechnic of Namibia, 2012 Mock Test Q3: In reviewing a specification, where or what could be the source of errors? Q4: Explain the different ways of estimating time? Holistic perspective The interfaces Timescales External dependencies Resources Estimating time can be done in 3 different ways: Time comparison (being able to compare tasks with similar tasks that have been done before) Setting a time on the basis of milestones (based on the date of expected launch – so when is it needed) Build up a picture of durations using detailed expanation of how the project comes together